EXECUTIVE ASSISTANT TO THE CHIEF EXECUTIVE OFFICER & MAYOR POSITION & PERSON DESCRIPTION Maternity Leave Contract May 2015

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1 EXECUTIVE ASSISTANT TO THE CHIEF EXECUTIVE OFFICER & MAYOR Maternity Leave Contract GENERAL Position & Person Descriptions form an important part of an integrated planning process to ensure that individual performance, and the required outputs and outcomes, align with the strategic and corporate directions of the City of Norwood Payneham & St Peters. The Organisational Values are an integral component of the organisational culture and all staff are expected to perform their duties within the framework of the Organisational Values. The Position & Person Description also provides the basis upon which selection criteria for the position are determined. DEPARTMENT: UNIT: SECTION: ORGANISATIONAL RELATIONSHIP: NO. OF DIRECT REPORTS: AWARD & CLASSIFICATION: Chief Executive s Office Chief Executive s Office Chief Executive s Office Reports to the Chief Executive Officer The Position is also expected to work in collaboration with the Organisational Development Unit, Governance & Community Affairs Unit and Business & Economic Development Unit. Nil South Australian Municipal Salaried Officers Award and the City of Norwood Payneham & St Peters Enterprise Agreement General Officer, Level 4 OVERVIEW The Executive Assistant is responsible and accountable for the provision of high level secretarial and personal assistant services to the Chief Executive Officer and Mayor. The outputs in the form of documentation, customer service, diary management and so on, must be of a high standard expected of a professionally run organisation. In terms of outcomes, it is expected that through the outputs of the Executive Assistant, the Chief Executive s Office will be characterised as being professionally managed, all tasks are undertaken in a timely manner and services are provided on the basis of best practice customer service principles. Published doc Page 1 of 10

2 ORGANISATIONAL VALUES At the City of Norwood Payneham & St Peters, all staff are committed to improving the quality of services which are provided to the community. In order to ensure that we achieve this, we have embraced the Business Excellence Framework as a mechanism for implementing continuous improvement and as part of this we have adopted a set of Organisational Values. The Organisational Values (which are summarised below and attached to this document) form an integral part of the Position & Person Description. The Organisational Values are a shared set of values to assist in guiding staff behaviour in terms of how we interact with each other and the Elected Members, as well as how we treat people in our community as part of our day-to-day operations and service delivery. Our Values are: Our People We are passionate, committed, empowered and accountable and we recognise the contribution of others. Working Together A positive team, we work collaboratively in an open, honest and transparent environment, supporting each other to get things done. Leadership Excellence Leading by example, we all live our values, inspire each other and deliver clear and consistent direction. We strive for excellence in everything we do and we encourage innovation and quality. Integrity We demonstrate respect and honesty in everything we do and always act in the best interests of our citizens and our community. Service We seek to improve quality of life for our citizens and our community and we treat all stakeholders with respect. Published doc Page 2 of 10

3 POSITION OBJECTIVES To provide high-level secretarial services and administrative support to the Chief Executive Officer and Mayor. To ensure that all of the services provided by the Chief Executive s Office are of a high standard. KEY RESULT AREAS Operational Responsibility 1. Executive Support to the Chief Executive Officer. 2. Executive Support to the Mayor. 3. Co-ordination of the Chief Executive Officer s day to day work. Organisational Responsibility 1. Corporate Governance. 2. OHS&W and injury Management. 3. Environmental Management. 4. Organisational Values. Published doc Page 3 of 10

4 OPERATIONAL RESPONSIBILITIES Key Responsibilities & Key Tasks 1. EXECUTIVE SUPPORT CHIEF EXECUTIVE OFFICER Provide executive secretarial services to the Chief Executive Officer including: word processing; assessing and prioritising and diarising meetings and appointments; co-ordination of meetings; attending to telephone calls, assessing and resolving enquiries where appropriate; responding to invitations; drafting responses to routine matters; assisting with research and gathering of information relating to various project work undertaken by the Chief Executive Officer; co-ordination of Executive Management Group meetings including preparation of agenda, taking minutes and coordinating actions; co-ordination of filing and record keeping for the Chief Executive Officer; liaising with the Mayor and Elected Members regarding meetings and issues; and act as a first point of contact for the Chief Executive Officer for a range of queries. Executive secretarial services to the Chief Executive Officer are provided in a timely proactive, accurate manner and treated with confidentiality when required. High quality standard of documentation. Accurate and timely responses to Elected Members and citizens. 2. EXECUTIVE SUPPORT - MAYOR Provide executive secretarial services to the Mayor including: word processing; assessing and prioritising and diarising meetings and appointments; attending to telephone calls, assessing and resolving enquiries where appropriate; responding to invitations; drafting responses to routine matters; assisting with research and gathering of information relating to various project work undertaken by the Mayor; co-ordination of filing and record keeping for the Mayor; liaising with the Mayor and Elected Members regarding meetings; and act as a first point of contact for the Mayor for a range of queries. Executive secretarial services to the Mayor are provided in a timely, proactive, accurate manner and treated with confidentiality when required. High quality standard of documentation. Accurate and timely responses to issues raised by the Mayor. Published doc Page 4 of 10

5 3. ADMINISTRATION Ensure that all filing, maintenance of records, file management and day to day activities are undertaken to the required standards. Assist with the preparation, co-ordination and updating of the Council s Policy Manual. Provide support and assistance to other Units within the Chief Executive s Office. Timely and accurate support and assistance. Identified and acted upon opportunities for service delivery improvements. Report deadlines achieved for Council and Committee Meetings. ORGANISATIONAL RESPONSIBILITIES Key Responsibilities & Key Tasks 1. CORPORATE GOVERNANCE Contribute to the development of Corporate & Departmental Business Unit Plans. Promote and develop the Council s image, standing and role in the community as and where the opportunity presents itself. Demonstrate and promote a customer first approach when dealing with the community. Contribute to the delivery of quality services and identify areas for service delivery improvement. Demonstrate and promote Equal Employment Opportunity (EEO) principles in the workplace. Contribute to the organisations continuous improvement program, Australian Business Excellence Framework (ABEF). Observe and uphold the Organisational Values and conduct all affairs in accordance with the Values. Positive participation in the Corporate & Departmental Business Unit planning processes. Positive image of Council is portrayed at all times. Increase in community satisfaction with regard to the delivery of quality services. Increased awareness of and compliance with EEO principles. Organisational values observed at all times. Participation in all ABEF programs as required. Published doc Page 5 of 10

6 2. ENVIRONMENTAL MANAGEMENT Responsible for ensuring compliance with relevant Environmental Management System (EMS) procedures related to the Chief Executive s Office. Increased awareness of and compliance with EMS requirements. Standard working practices utilised and EMS compliant. Timely reporting of incidents at all times. Competency levels maintained and up-dated, as required. 3. WORK HEALTH & SAFETY and INJURY MANAGEMENT In accordance with Section 28 of the Work Health and Safety (WHS) Act 2012, while at work you must: - take reasonable care of your own health and safety; and - take reasonable care that your acts or omissions do not adversely affect the health and safety of other persons; and - comply, so far as the worker is reasonably able, with any reasonable instruction that is given by the Council; and - cooperate with any reasonable policy or procedure of the Council. As part of the Council s safety management system, all workers are required to: - report any hazards, near misses, incidents, accidents, injury or ill-health which arise in the course of, or as a result of, their work; - correctly use, and maintain, any clothing and equipment provided for the purposes of WHS; - maintain their workplace in a tidy and safe condition; - ensure that their safety, and that of others, is not affected by the consumption of alcohol or other drugs; - not interfere with, remove or displace any safety devices, guards or protective equipment unless it is part of an approved maintenance or repair procedure; and - actively participate in consultation and consideration of all WHS issues that are pertinent to their workplace. Increased awareness of, and compliance with, WHS legislation. Safe working practices utilised which are WHS compliant. Competency levels maintained and kept up-dated as required. Timely reporting of hazards and risks to ensure prevention is attempted at all times. Immediate reporting of all accidents and incidences. Published doc Page 6 of 10

7 4. ORGANISATIONAL VALUES Responsible for ensuring that the Organisational Values are observed at all times in the discharge of all responsibilities, accountabilities and outcomes. Compliance, observance and adherence to Organisational Values at all times. Published doc Page 7 of 10

8 PERSON SPECIFICATION QUALIFICATIONS Secretarial or similar course is desirable. KNOWLEDGE Working knowledge of the Local Government Act 199 is desirable but not essential. Good knowledge of Local Government s role in providing services to its community. An appreciation for quality management and best practise principles. Knowledge of personal assistant role and associated procedures. Sound knowledge MS Office applications. SKILLS Excellent Verbal communication skills, in particular providing information and the recording and relaying of messages. Excellent written communication skills in order to draft and edit accurate correspondence and documents. Organisational skills, including time management, prioritisation and management of files. High level of proficiency within the Windows environment, MS Office applications. Typing skill of around 80wpm. EXPERIENCE Extensive experience in a secretarial and administrative support role at a senior Executive level. Demonstrated experience in clerical procedures, file management and all aspects of meeting procedures and administration. Demonstrated experience at achieving to a high standard. PERSONAL ATTRIBUTES Ability to interpret and resolve initial enquiries. Demonstrated high level of interpersonal skills and work ethics, including; ability to maintain confidentiality, discretion and diplomacy; motivation and enthusiasm; and commitment to professionalism. Strong commitment to and focus on service provision and contributing to establishing strong community relationships. Willingness to contribute to and work in a team environment in the provision of high quality, responsive services. Pride in personal presentation and grooming. DELEGATION & AUTHORITY As set out in the relevant Delegations Schedule as approved and varied from time to time by the Council. JOB REQUIREMENTS Completion of training and attainment of skills applicable to Award Classification. Attend training courses and other relevant staff development sources and maintain competency levels. Published doc Page 8 of 10

9 DATE POSITION CREATED: February 2007 DATE CURRENT INCUMBENT APPOINTED: DATE CURRENT INCUMBENT COMMENCED: EMPOWER REVIEW SCHEDULED FOR: AGREEMENT: This Position & Person Description accurately reflects and describes the responsibilities, accountabilities, duties, skill requirement and the expected outputs and outcomes for the position of Executive Assistant to the Chief Executive Officer & Mayor. APPROVED BY: Mario Barone Chief Executive Officer Date This Position & Person Description which reflects and describes the responsibilities, duties, skill requirements and the expected outputs and outcomes for the position of Executive Assistant to the Chief Executive Officer & Mayor has been read and agreed to by Executive Assistant to the Chief Executive Officer & Mayor Date Published doc Page 9 of 10

10 Published doc Page 10 of 10

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